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Microsoft Unified Messaging Voice Mail - Reading and Reviewing Email

To listen to email message:

To listen to email messages using their voice, the user must dial an Outlook Voice Access number, enter their extension number and PIN, and then do the following:
  1. Say "Email" to access their email.
  2. The voice mail system will read the name, subject, time, and priority of the first unread email message. 
  3. The user can then say one of the following options:
    • "Next message" to mark the message as Read and go to the next email message.
    • "Mark unread" to keep the message marked as Unread and go to the next message.
    • "End" to jump to the end of the message.
    • "Delete" to delete the message.

This process is shown in the following figure.

Listen to E-mail Messages VUI

To listen to email messages using the telephone keypad, users must dial an Outlook Voice Access number, enter their extension number and PIN, and then do the following:

  1. Press 2 to access their email. 
  2. The voice mail system will read the name, subject, time, and priority of the first unread email message. 
  3. The user can then press one of the following options:
    • Pound (#) key to mark the message as Read and go to the next email message.
    • 9 to keep the message marked as Unread and go to the next message.
    • 33 to jump to the end of the message.
    • 7 to delete the message.

This process is shown in the following figure.

Listening to E-mail with the Touchtone Interface


To listen to email messages and then reply using their voice, users must do the following:

  1. Say "Email."
  2. Say "Next message" repeatedly until they reach the email message to which they want to reply.
  3. Listen to the message or say "End" to go to the end of the message.
  4. Say one of the following:
    Record a reply and then hang up, remain silent, or press any key. To accept the reply message and send it, say "Send it."
    • "Reply" to reply to the sender.
    • "Reply all" to reply to the sender and all other recipients.
    • "Forward" to forward the message to another user or group.
  5. This process is shown in the following figure.
Replying to E-mail with the VUI


To listen to email messages and then reply using the telephone keypad, users must do the following:

  1. Press 2.
  2. Press # repeatedly until they reach the email message to which they want to reply.
  3. Listen to the message or press 33 to go to the end of the message.
  4. Press one of the following:
    Record a reply, and then press #. To accept the reply message and send it, press 1.
    • 8 to reply to the sender.
    • 88 to reply to the sender and all other recipients.
    • 6 to forward the message to another user or group.
  5. This process is shown in the following figure.
Replying to E-mail with the Touchtone Interface


To listen to an email message and then go to the next unread message using their voice, users must do the following:

  1. Say "Email."
  2. Say "Next unread." Say "Mark unread" if they want to mark the message as Unread.

This process is shown in the following figure.

Read the Next Unread E-mail


To listen to an email message and then go to the next unread message using the telephone keypad, users must do the following:

  1. Press 2.
  2. Press ## to listen to the next unread message. Press 9 to mark the message as Unread.

This process is shown in the following figure.

Read the Next Unread Email


To listen to email messages and flag messages for follow-up using their voice, users must do the following:

  1. Say "Email."
  2. Say "Next message" repeatedly until they reach the email message that they want to flag for follow-up. Say "Mark unread" to mark the message as Unread.
  3. Listen to the message or say "End" to go to the end of the message.
  4. Say "Flag" or "Flag for follow-up" to flag the message for follow-up.

This process is shown in the following figure.

Flag Email For Follow Up


To listen to email messages and flag messages for follow-up using the telephone keypad, users must do the following:

  1. Press 2.
  2. Press # repeatedly until they reach the email message that they want to flag for follow-up. Press 9 to mark the message as Unread.
  3. Listen to the message or press 33 to go to the end of the message.
  4. Press 0 (zero) twice to access more options.
  5. Press 44 to flag the message for follow-up.

This process is shown in the following figure.

Flag E-mail for Follow Up


To listen to email messages and hide a conversation so that the voice mail system will not continue to read other email messages that are in the same email conversation using their voice, users must do the following:

  1. Say "Email."
  2. Say "Next message" repeatedly until they reach the email message that they want. Say "Mark unread" to mark the message as Unread.
  3. Listen to the message or say "End" to go to the end of the message.
  4. Say "Hide" or "Hide conversation" to hide the conversation. The next email message from a different conversation will be read.

This process is shown in the following figure.

Hide an E-mail Conversation


To listen to email messages and hide a conversation so that the voice mail system will not continue to read other email messages that are in the same email conversation using the telephone keypad, users must do the following:

  1. Press 2.
  2. Press # repeatedly until they reach the email message that they want to hide. Press 9 to mark the message as Unread.
  3. Listen to the message or press 33 to go to the end of the message.
  4. Press 99 to hide the conversation. The next email message from a different conversation will be read.

This process is shown in the following figure.

Hide E-mail Conversation
noteNote:
When a conversation is hidden, it is hidden only for the current session. If users sign out and then sign in to their mailbox again, the voice mail system will read email messages that are in the same conversation.

 

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